Organisation

• Manage the day-to-day work of the administrative function of the school office.
• Contribute towards the planning, development and organisation of the support service systems, procedures and policies.
• Manage, supervise, train and develop administrative staff as appropriate.
• Assist in the organisation of school trips/events in cooperation with other staff. To ensure that staff and external providers (e.g. coach companies) have completed all associated risk assessments.
• Administrative and secretarial support for the Principal and other school leaders as required.
• Manage hospitality, premises lettings and visitors to the school.
• In the absence of the school keepers, manage and supervise site staff and premises related activities and issues.

Administration

• Manage manual and computerised record/information systems (SIMs).
• Analyse and evaluate data/information and produce reports/information/data as required.
• Undertake word processing and complex IT based tasks.
• Provide personal, administrative and organisational support to other staff, including recruitment and HR related administration.
• Keep records in accordance with the school’s record retention schedule and data protection law, ensuring information security and confidentiality at all times.
• Manage and monitor the induction process for new children.
• Book training courses for all staff.
• Manage the administration of recruitment including advertising, collating documentation, medical clearance and DBS checks as required.
• Support the data protection officer with ensuring data protection compliance and helping the school community understand how to comply with data protection law.

Resources

• Order, monitor and manage stock, ensuring best value following the school’s purchasing processes.
• Oversee and operate relevant equipment and IT packages (e.g. the school’s MIS system).
• Provide advice and guidance to staff, pupils and others on administration systems and events that take place in school.
• Take a lead role with procurement and securing sponsorship/funding.
• Assist with marketing and promoting the school.
• Manage financial administration procedures and maintain appropriate records to satisfy audits.
• Assist with the planning, monitoring and evaluation of the budget.
• Manage office expenditure with an agreed budget.
• Manage service contracts.
• Assist with the organisation of premises repairs under the direction of the Principal.
• Manage school licences and insurances.
• Ensure the office is kept tidy, organised and in good order at all times, making sure there are sufficient office resources available.
• Organise resources and manage hospitality for school visitors and events.

Please note that this list of duties is illustrative of the general nature and level of responsibility of the role. It is not a comprehensive list of all tasks that the school office manager will carry out. The postholder may be required to do other duties appropriate to the level of the role, as directed by the Principal.

PERSON SPECIFICATION

Qualifications

• NVQ3 in Business Administration or equivalent qualification in a relevant discipline (or working towards).
• Equivalent qualifications to Level 3 or above.

Experience

• Working in an office environment at senior level.
• Organising, leading and motivating other staff.
• Developing, managing and operating clerical/administrative/financial and organisational systems.
• Managing staff.
• Analysing and evaluating data.
• Experience in Human Resources or recruitment.
• SIMs or equivalent information management system.

Skills and knowledge

• Good knowledge of financial regulations.
• Excellent attention to detail.
• Excellent literacy/numeracy skills.
• Competent use of IT packages including word processing, computerised accounting systems and school MIS systems.
• Ability to use relevant office equipment effectively.
• Ability to plan, organise and prioritise.
• Awareness of safeguarding in schools.

Personal qualities

• Kindness and compassion.
• Commitment to promoting the ethos and values of the school and getting the best outcomes for all pupils.
• Commitment to help build a positive school community for the new school.
• Commitment to acting with integrity, honesty, loyalty and fairness to safeguard the assets, financial probity and reputation of the school.
• Ability to work under pressure and prioritise effectively.
• Commitment to maintaining confidentiality at all times.
• Commitment to safeguarding and equality.
• Embraces change well.
• Deals with difficult situations effectively.

Notes: This job description may be amended at any time in consultation with the postholder.